EMPLOYEE and ELIGIBLE FAMILY MEMBER TUITION WAIVERS and TUITION ASSISTANCE

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1 UNIVERSITY of NORTH DAKOTA FINANCE & OPERATIONS POLICY LIBRARY EMPLOYEE and ELIGIBLE FAMILY MEMBER TUITION WAIVERS and TUITION ASSISTANCE Policy 3.4, Employee and Eligible Family Member Tuition Waivers and Tuition Assistance Responsible Executive: VP Finance & Operations Responsible Office: Human Resources Issued: February 5, 2013 Latest Review / Revision: August 17, 2015 POLICY STATEMENT Benefited University of North Dakota (UND) employees and their family members who meet specified requirements are eligible for tuition waivers and/or tuition assistance. REASON FOR POLICY In response to the needed improvement for recruitment and retention of quality faculty and staff, and in support of all aspects of the institution s mission, UND adopted a tuition waiver/assistance policy as outlined by State Board of Higher Education (SBHE) policy 820. SCOPE OF POLICY This policy applies to: President Vice Presidents Deans, Directors & Department Heads Area Managers & Supervisors Faculty Staff Students Others: Employee family members Affiliated organizations WEB SITE REFERENCES This policy: Policy Office: Vice President for Finance & Operations: Page 1 of 9

2 CONTENTS Policy Statement 1 Reason for Policy 1 Scope of Policy 1 Web Site References 1 Related Information 3 Contacts 3 Definitions 3 Principles 5 Overview 5 Employee Tuition Waivers/Tuition Assistance 5 Employee Eligibility Criteria 5 Course Eligibility Criteria 5 Payments/Refunds 6 Eligible Family Members Waivers 6 Procedures 6 Submitting Tuition Waiver/Assistance Form 6 Applying Financial Aid and Waivers 7 Taxable Value 7 Refund of Tuition Waiver 7 Responsibilities 8 Forms 8 Appendices (list) 8 Appendix 1 Tuition Waiver Examples 10 Revision Record 8 Page 2 of 9

3 RELATED INFORMATION NDUS Human Resource Policy Manual Section 33 Continuing Education for Employees NDUS Procedure 504 Residency for Tuition Purposes NDUS Procedure Employee Tuition Waivers and Employer Paid Assistance SBHE Policy Benefits SBHE Policy 820 Tuition Waivers/Tuition Assistance SBHE Policy Refund Policy &SID=57 D= &SID=9 CONTACTS Specific questions should be directed to the following: Subject Contact Telephone Department / Web Address Policy Clarification Account Balances Admission Requirements Financial Aid Payment Options (other than financial aid) Re-admission Requirements Tuition Waiver/Assistance Submission Human Resources & Payroll Services Student Account Services (701) (701) Admissions (701) Student Financial Aid Student Account Services Office of the Registrar UND.humanresources@UND.edu UND.studentaccounts@UND.edu ssions-information.cfm (701) (701) (701) Human Resources (701) UND.studentaccounts@UND.edu sion.cfm UND.humanresources@UND.edu DEFINITIONS Admissions Standards Those eligible for tuition waiver must meet admission standards and register for classes through the regular registration procedures. Individuals requesting a tuition waiver must not be on academic probation. Academic status is determined by the Office of the Registrar and decisions by the Registrar for the purposes of this policy are final. Page 3 of 9

4 Affiliated Organizations Eligible Employee Eligible Family Member Fees UND Aerospace Foundation, UND Alumni Association and Foundation, RE Arena Inc., UND Arena Services Inc., Arena Holdings Charitable LLC & Affiliates, UND Center for Innovation Foundation, The Fellows, Law School Foundation, EERC Foundation, UND Research Foundation, and UND Army and Air Force ROTC faculty. A benefited employee, as outlined by SBHE Policy 703.2, actively employed on the first day of each semester. Spouse must be in a legally existing marriage as recognized by the State of North Dakota; unmarried children under the age of 23; or unmarried children under the age of 26 if full-time students. Documentation to validate eligibility may be required. Mandatory Student Fee, ConnectND Fee, NDSA Fee, Technology Fee, course fees and program fees. Financial Aid Package The types and amounts of financial aid a student is eligible for based on information submitted on the Free Application for Federal Student Aid (FAFSA). Maximum Waiver Amount The maximum waiver under this policy for an eligible family member is 50 percent of tuition only for on-campus classes only. Family members are not eligible for waivers for online courses. All benefited employees are eligible for tuition waivers and/or tuition assistance for three classes per calendar year. For UND employees, UND courses will be waived at 100 percent tuition and fees, with the exception of the CND, NDSA, program and course fees which will be paid by the employee. All other fees are the responsibility of the employee. For UND employees taking courses through other NDUS institutions, tuition assistance will be provided by UND for 50% of tuition only. The remaining 50% of tuition and all fees are the responsibility of the employee and payable to the institution of enrollment. NDUS North Dakota University System North Dakota Residency Overdue Accounts Receivable Balance Programs Not Covered SBHE CTS Spouse Taxable Value Third Party Contracts Spouse or eligible family member of an NDUS employee is eligible for the North Dakota resident tuition rate pursuant to NDUS Procedure 504. To apply for North Dakota residency, contact Student Account Services. Any charge of at least $10 being past due over 30 days. Classes excluded from the tuition waiver program include professional programs (law and medicine). Internships, study abroad/exchange, and other situations in which the tuition flows to an outside entity are excluded from this policy. Physical therapy, occupational therapy and other health science classes are not part of the medicine exclusion. Online courses are not covered by the family member waiver. State Board of Higher Education Core Technology Services Spouse must be in a legally existing marriage as recognized by the State of North Dakota. In accordance with IRS regulations, employee and family member tuition waivers and tuition assistance may be taxable. Applicable federal, state and social security taxes will be deducted on the employee s paycheck on a prorated basis during the semester. Any external funding sources for tuition payments or waivers such as Vocational Rehab, Military Assistance and Veterans Services (excluding 529 plans). Page 4 of 9

5 Tuition Assistance Tuition Waiver Deadline UND will pay 50 percent of tuition only for a UND employee to take courses through another NDUS institution. The UND Application for Tuition Waiver/Assistance form is to be used by UND employees to apply for tuition assistance. The family member tuition waiver deadline is 30 days prior to the start of the semester in which tuition is to be waived. The employee tuition waiver/assistance deadline is no later than the last day to add a class for the semester in which tuition is to be waived/paid. PRINCIPLES OVERVIEW Benefited UND employees and their family members who meet specified requirements are eligible for tuition waivers and/or tuition assistance. UND adopted a tuition waiver policy as outlined by SBHE Policy 820 in response to the needed improvement for recruitment and retention of quality faculty and staff, and in support of all aspects of the institution s mission. EMPLOYEE TUITION WAIVERS/TUITION ASSISTANCE For courses taken at the request of the employee, UND will waive or provide tuition assistance for benefited employees, limited to three approved forcredit undergraduate or graduate courses during each calendar year, in any combination of subsections 1 and 2 as follows: 1. For courses taken at UND, regardless of delivery type: 100 percent tuition and fee waiver is provided, with the exception of the CND, NDSA, program and course fees which will be paid by the employee. 2. For courses taken at another North Dakota University System (NDUS) campus, other than UND, regardless of delivery type: a system-wide fixed 50 percent employer paid tuition assistance, with the employee paying the remaining 50 percent of tuition and 100 percent of all fees. 3. For NDUS office and Core Technology Services (CTS) staff who do not have a campus of employment, the following applies: a) 100 percent tuition and fee waiver will be provided for a traditional course, taken at any NDUS campus, with the exception that the employee will pay the CND, NDSA, program and course fees; and, b) employer will provide a system-wide fixed 50 percent tuition assistance payment with the employee paying the remaining 50 percent of tuition and 100 percent of all fees, for all other courses. 4. For affiliated organization employees, courses taken at UND, regardless of delivery type: 100 percent tuition and fee waiver is provided, with the exception of the CND, NDSA, program and course fees which will be paid by the employee. For courses taken at the request of the employer, from either a NDUS or non-ndus institution, the waiver or assistance provided will be determined by the employer, Employees may be released from work for one face-to-face class each academic term with approval of the employee s supervisor or department head, if it does not interfere with completion of essential job duties and essential work of the institution. EMPLOYEE ELIGIBILITY CRITERIA 1. Employees must not have an overdue account (i.e. charges of at least $10.00 and 30 days past due). 2. Employees will be actively employed as a benefited employee, as defined in SBHE Policy 703.2, on the first day of the semester. 3. Employee must be admitted for enrollment at the campus of enrollment. 4. The employee must complete the standard NDUS Application for Employee Tuition Waiver/Assistance, and have the properly approved form submitted by the prescribed deadline dates. The approval requirements, within the limits of this policy, are determined by UND. COURSE ELIGIBILITY CRITERIA Classes excluded from the tuition waiver and employer paid assistance include the professional programs of Law (JD) and Medicine (MD). Internships and study abroad/exchange are also excluded. Physical therapy and occupational therapy classes are not part of the medicine exclusion. Page 5 of 9

6 PAYMENTS/REFUNDS Tuition and/or fees owed by the employee must be paid by the payment date designated by UND in accordance with SBHE Policy Failure to comply will result in the employee being subject to UND s payment policy, including but not limited to late fees and registration and transcript holds. Refunds will be made in accordance with SBHE Policy If course is not eligible for 100 percent refund, the course will be counted as a waived or assisted class under this provision. ELIGIBLE FAMILY MEMBER WAIVERS Family members of eligible UND employees, UND affiliated organizations, CTS, and NDUS office employees are eligible for a 50 percent tuition waiver for UND undergraduate and graduate on-campus classes. A spouse or eligible family member of a UND/NDUS/CTS employee is eligible for the North Dakota resident tuition rate as stated in NDUS Procedure 504. Employees and family members need to be aware that tuition waivers decrease the student financial need; therefore, it may decrease the amount of any financial aid awarded/received. Family member tuition waivers do not apply to professional programs (law and medicine), distance, nor online courses. Internships, study abroad/exchange and other situations where the tuition flows to an outside entity are also excluded from this policy. Fees are not waived. PROCEDURES Submitting Tuition Waiver/Assistance Forms Submit a completed Application for Employee Tuition Waiver/Assistance or an Application for Family Member Tuition Waiver to Human Resources prior to each semester that a waiver/assistance is being requested. 1. The deadline for the family member tuition waiver is 30 days prior to the start of the semester in which tuition is to be waived. Late submissions due to late enrollment, medical emergency or other extenuating circumstance must be explained in writing and supported with appropriate documentation. This information must be submitted to the Human Resources Director for review and approval no later than the last day to add a class. 2. Submit employee tuition waivers/assistance no later than the last day to add a class in the term for which the waiver/assistance is being requested. Tuition waiver/assistance forms must have all necessary signatures at time of submission: 1. UND employee and supervisor (employee waiver), 2. UND employee and eligible family member (family member waiver), or 3. Affiliated organization or NDUS institution member and designated official (affiliated organization, NDUS waiver). In order for the waiver/assistance to be processed, Human Resources must be able to verify that the UND employee will be actively employed as a regular, benefited employee on the first day of the semester. For family member tuition waivers, Human Resources must be able to verify the eligible family members eligibility: 1. Spouse must be under a legally existing marriage as recognized by the State of North Dakota; 2. Children must be unmarried, under the age of 26; and 3. Children, age 23 thru 25, must be full-time students at an accredited institution and may be required to provide proof of full-time student status. Additional documentation may be required to validate eligibility: 1. Marriage license, 2. Birth certificate, and/or 3. Other legal documents. The Registrar s Office must ensure the employee or family member is admitted and meets admissions standards. Additionally, individuals requesting a tuition waiver must not be on academic probation. Page 6 of 9

7 Student Account Services will ensure the employee and/or family member does not have any overdue accounts owed to the University. Overdue accounts are defined as any past due balance that relates to University charges or loans, etc. If an overdue account is found on either the employee s or family member s account, the employee or family member is not eligible for the waiver. Any employee or family member notified of denial of this waiver because of an overdue account has until the 100 percent drop date to bring their account current so the waiver can be processed for that semester. The 100 percent drop date is posted by semester on the Student Account Services website. The date is prior to 9 percent of the enrollment period of the semester or approximately seven class days into a semester. Applying Financial Aid and Waivers In accordance with federal regulations, the tuition waiver will be used as a financial resource and becomes part of the student s financial aid package. Financial aid falls into one of four categories: 1. Grants gifts of money that do not have to be repaid, 2. Loans borrowed money which must be repaid with interest, 3. Employment allows students to work and earn needed money, and 4. Scholarships gifts (usually cash) awarded on the basis of academic performance and potential. Most financial aid recipients expect to receive more than one of these types of aid. The Student Financial Aid Office awards aid based upon an evaluation of the applicant s eligibility for a particular type of aid and the availability of funds under the various aid programs. Tuition waivers are applied in a specific order for employees: 1. Third Party Contract, 2. Employee Waiver, and 3. Graduate School Waiver. Tuition waivers are applied in a specific order for eligible family members: 1. Third Party Contract, 2. Family Member Waiver, and 3. Graduate School Waiver. The Student Financial Aid Office may need to adjust aid if the amount of the tuition waiver, along with other financial aid, exceeds the student s eligibility. Student Account Services applies all tuition waivers to the employee or family member accounts receivable. A family member who is also a benefited employee is only eligible for the employee tuition waiver. Taxable Value In accordance with IRS regulations, graduate employee tuition waivers and tuition assistance valued over $5,250 per calendar year will be taxed to the employee. The value of all graduate family member tuition waivers will be taxed to the employee. Applicable federal, state and social security taxes will be deducted on the employee s paycheck on a pro-rated basis during the semester. Refund of Tuition Waiver Waived courses dropped after nine percent of the course is completed will still count as waived as there is no refund in tuition and fees for a dropped course. RESPONSIBILITIES Page 7 of 9

8 Employee Family Member Human Resources Registrar's Office Student Account Services Student Financial Aid Submit Application for Employee Tuition Waiver/Assistance to Human Resources no later than the last day to add a class during the term in which tuition is to be waived. Submit Application for Family Member Tuition Waiver to Human Resources 30 days prior to the start of the semester in which tuition is to be waived. Verify UND employee will be actively employed as a regular, benefited employee on the first day of the semester. Verify the employee or family member is admitted and is not on academic probation. Verify the employee and/or family member does not have an overdue accounts receivable balance. Apply tuition waiver or tuition assistance credit to employee or family member accounts receivable. Submit tuition waiver/assistance form to NDUS institution where employee is taking course as authorization that UND will pay 50 percent of tuition. Track employee benefit of waiver/tuition assistance of three courses per calendar year. Assist with North Dakota residency questions. Adjust financial aid if the amount of the tuition waiver/assistance, along with other financial aid, exceeds family member s eligibility. FORMS Employee Tuition Waiver-Assistance Form Application for Family Member Tuition Waiver North Dakota Resident Tuition Application APPENDICES Appendix 1 Tuition Waiver Examples Contact Student Financial Aid REVISION RECORD 02/05/2013 Policy Implementation Signed by President Robert O. Kelley 02/22/2013 Revision Updated all website links associated with Human Resources 04/04/2013 Revision Added link to Related Information for NDUS Procedure Updated Affiliated and NDUS Organizations to compliment NDUS Procedure Page 8 of 9

9 Updated link to Employee and Family Member Tuition Waiver Form 12/09/2013 Revision Changed SITS to CTS Standardized definition of spouse Clarified deadline for employee tuition waivers Option added to Procedures to allow a waiver to be approved for an employee with an overdue account if they bring the account current by the 100 percent drop date 01/30/2014 Revision Changed definition for Third Party Contract 09/03/2014 Revision Altered policy name to include Tuition Assistance Added tuition assistance to coincide with tuition waivers throughout document Removed NDUS Fee, added mandatory to Student Fee and, added ConnectND Fee and NDSA Fee in Definitions: Fees Clarified information pertaining to family members, benefitted employees and on-line courses in Definitions: Maximum Waiver Amount Removed distance and online courses, and Master of Public Health from Definitions: Programs Not Covered Removed CTS and NDUS Office employees from Definitions: Affiliated Organizations Added Definitions: Tuition Assistance Added Principles: Employee Tuition Waivers Added Principles: Eligible Family Member Waivers Removed Procedures: Affiliated and NDUS Organizations Clarified deadline by which forms must be submitted in Procedures: Submitting Tuition Waiver Form 09/05/2014 Revision Clarified information throughout document indicating online courses are not covered by the family member tuition waiver 06/30/2015 Revision Updated policy to be in compliance with changes to SBHE policy and NDUS procedure Replaced Principles: Employee Tuition Waivers/Tuition Assistance Added Principles: Employee Eligibility Criteria, Course Eligibility Criteria, and Payments/Refunds Updated website links throughout document Changes Human Resources and Payroll Services to Human Resources throughout document Split waiver forms: one for employees and one for family members 08/17/2015 Revision Revised definition of Financial Aid Package Expanded Principles: Employee Tuition Waivers/Tuition Assistance to include NDUS, CTS, and affiliated organization employees Page 9 of 9

10 Employee & Family Member Tuition Waivers Policy 3.4 Appendix 1 Tuition Waiver Examples Example A: Total tuition charge $3,000 Third party contract pays 25 % $750 Net remaining tuition balance after third party credit $2, % of total tuition charge $1,500 Net remaining tuition balance after third party credit $2,250 Lesser of 50 % total tuition charge or remaining tuition balance $1,500 Amount eligible for tuition waiver $1,500 Net remaining tuition balance after tuition waiver $750 Example B: Total tuition charge $3,000 Third party contract pays 75 % $2,250 Net remaining tuition balance after third party credit $ % of total tuition charge $1,500 Net remaining tuition balance after third party credit $750 Lesser of 50 % total tuition charge or remaining tuition balance $750 Amount eligible for tuition waiver $750 Net remaining tuition balance after tuition waiver $0